E-Archiving Officer / Document Control Officer (E-Archiving)

Job Purpose

To ensure accurate, secure, and timely digitization, classification, storage, and retrieval of organizational documents through the Electronic Archiving System, in compliance with company policies and regulatory requirements.

Key Responsibilities (Role-Based)

• Digitize physical documents and upload them into the approved E-Archiving / EDMS system
• Classify and index documents as per approved filing structure
• Ensure document accuracy, clarity, and completeness
• Maintain document version control and audit trails
• Ensure confidentiality and controlled access to records
• Retrieve documents upon request within agreed timelines
• Apply document retention and disposal policies
• Coordinate with departments for document collection and updates
• Support internal and external audits
• Maintain backups and ensure data integrity

KPIs (Performance Indicators)

1. Document Digitization Accuracy

• Target: ≥ 99% accuracy
• Measurement: Error-free scanned and indexed documents
• Frequency: Monthly

2. Document Processing Timeliness

• Target: 95% of documents archived within SLA (e.g., 24–48 hours)
• Measurement: Archive completion time vs. receipt date
• Frequency: Monthly

3. Document Retrieval Efficiency

• Target: 100% retrieval within agreed turnaround time
• Measurement: Average retrieval response time
• Frequency: Monthly

4. Compliance with Archiving Standards

• Target: 100% compliance
• Measurement: Audit findings / non-conformities
• Frequency: Quarterly

5. Data Confidentiality & Security

• Target: Zero data breaches
• Measurement: Incident reports / access violations
• Frequency: Continuous

6. System Utilization & Organization

• Target: 100% documents stored in correct folder structure
• Measurement: Random system audits
• Frequency: Monthly

7. Department Coordination Effectiveness

• Target: Positive feedback from internal stakeholders
• Measurement: Internal service feedback / delays reported
• Frequency: Quarterly

Qualifications & Experience

• Diploma or Bachelor’s Degree in Administration, IT, Information Management, or related field
• 2–3 years experience in E-Archiving / Document Control
• Experience in Government or large organization projects preferred
• Knowledge of EDMS, scanning systems, MS Office
• Bilingual (Arabic & English) preferred

Job Type: Full-time